Reporting to: Day School Director

Supervises: N/A

FLSA Status: Non-Exempt

Hours: 40 hours per week

Location: Immanuel Lutheran Day School Office

Salary Range: $45,000 - $55,000

Purpose of the position

To assist the ILDS Board, Day School Director, staff and school with all financial duties and collaborate with the ILC Business Administrator. Track all income and expenses and maintain accurate accounting records using the childcare management system (Procare) and the church’s cash basis accounting system (REALM). Create and present monthly financial reports to the ILDS Director and to the Board.

Key responsibilities & duties

1. Finances-Income

• Collect tuition & fees paid by check, cash, money order and/or cashier’s check. Post payments to family accounts and deposit funds in bank. Distribute statements to parents.
• Collect miscellaneous payments, donations, memorials, fundraising and other miscellaneous income. Deposit funds in appropriate bank accounts, create and record Journal entries to the ledger.
• Create Journal Entries for monthly Registration/Supply Fee payments.
• Maintain Petty Cash fund in ILDS safe.
• Perform monthly tuition billing audits.
• Assist ILDS Board and Director in adjusting tuition rates as needed.

2. Finances-Expenses

• Process/ and record payments for monthly ILDS expenses, including credit card and healthcare insurance payments. Pay monthly contributions to ILC General Fund, as determined by the ILC Church Council and ILDS Board and Director.
• Process reimbursement payments as requested by ILDS staff and approved by ILDS Director.
• Process ILDS employee child tuition payments from payroll.

3. Finances-Budget

• Assist Director and ILDS Board in Budget preparation and submission to ILC Financial Secretary for presentation to ILC Council, including preparing Profitability Studies and Reports.
• Monitor ILDS adherence to Budget for purchases and expenditures.

4. Financial Audits

• Maintain, prepare, and submit documentation as requested by internal, external and ILDS Board auditors.
• Maintain, prepare, and submit documentation as requested by Federal, State, and County agency auditors and other governing bodies of ILDS.
• Implement compliance and/or corrections to audit findings/rulings.

5. Maintain ILDS Bank Accounts/Certificates of Deposit (CDs)/Money Market Accounts.

• Transfer Funds between accounts in preparation for payroll and for deposits to savings account.
• Process and record all month-end transactions.

6. Reconcile all bank accounts, CDs and Money Market Accounts at close of month.

• Prepare, print and distribute necessary reports to ILDS Board, ILDS Director, ILC Senior Pastor & ILC Church Council via the ILC Business Administrator.

7. Procare Database Information

• Assist Director and Assistant Director with updates to the Procare database information, including classroom tuition rates, tuition discount rates, classroom tracking information and staff information.

8. Texas Workforce Commission (TWC) Child Care Services (CCS) Program Administration and other Tuition Assistance Programs.

• Record and maintain all information relating to children enrolled in the TWC CCS program.
• Assist Director with proper billing and collection of all CCS accounts.
• Record and reconcile payments from CCS and parents to each child’s tuition account.
• Assist Director with yearly updates to CCS contracts and reports of ILDS closure dates.
• Report non-payment and attendance information to TWC as required according to contract terms.
• Report ILDS tuition rate changes to CCS.

9. Record Keeping/Storage

• Collect and file bank account information for current year, including appropriate documentation for all income and expenditures. Retain 7 years of records for bank accounts and payroll in ILC vault.
• Collect and file payroll reports in ILC vault.

10. Purchasing

• Gather classroom supply requests and coordinate purchasing of all items by determining most cost-effective source. Make online and in-store purchases as necessary and approved by Director.
• Track supplies as they are received and collect receipts from all purchases. Pay invoices as needed. Determine appropriate accounting fund for each expenditure.
• Setup purchasing accounts and file tax exemption paperwork with merchants. Communicate with merchants/vendors as needed regarding contracts and purchases.
• Monitor supplies on hand and purchase/restock as needed for monthly ILDS operation.

11. Payroll

• Assist Director with Payroll processing. Verify payroll data is entered correctly and matches timesheets. Verify employee training hours, healthcare/childcare deductions. Ensure all necessary documentation is collected and compiled with each payroll submission, including employee and/or Director/Assistant Director signatures on timesheets, PTO forms, training certificates, and staff meeting attendance sheets.
• Create and record payroll Journal Entries and post to ledger.
• Ensure that all information is documented for auditing purposes.

12. Healthcare Benefits

• Manage contributions to health, dental, vision and life insurance programs. Reconcile benefits worksheet with accounting healthcare expenses.
• Help with enrolling/terminating healthcare coverage for employees.
• Ensure healthcare provider statements are accurate and paid in a timely manner.
• Prepare and submit reports as required by healthcare providers.

13. Special Events

• Financially prepare for and assist with Special Events throughout the year.

14. Administrator Duties

• Serve as Administrator of ILDS Office Phone System and Door Entry System.
• Serve as Administrator of ILDS Microsoft 365 Account.
• Serve as Lead Contact to Ariat Systems IT support.
• Assist Director as ADP Administrator for Payroll, Job Postings, and other ADP services.

15. Office Duties

• Assist with parent’s financial questions.
• Assist with any emergency that occurs at ILDS.
• Help with all fire, intruder, disaster, and emergency drills.

16. Other

• At all times, maintain confidentiality of family information, tuition rates and payments, employee records, payroll data, etc.
• Assist with financial portions of writing/updating ILDS manuals, which may include Parent Handbooks, Staff Handbooks, Financial Policies and other ILDS documents.
• Attend monthly ILDS Board meetings and present financial reports.
• Assist with other duties as assigned by the Day School Director.

Academic, Work Experience Qualifications, and Working Conditions

1. High School Diploma or equivalent (College Degree preferred).

2. At least 3 - 4 years’ experience with bookkeeping or accounting.

3. Ability to establish professional relationships with staff, parents, children, administrative staff, and church staff and officials.

4. To become knowledgeable and have at least a minimal understanding of the Texas Minimum Standards for Licensed Child Care Facilities.

5. To obtain a clear knowledge and understanding of ILDS rules, policies, and procedures.

6. Ability to perform occasional physical activity with the capability of being able to lift at least 40 lbs.

7. Required experience with Microsoft software, especially Excel and Word.

8. Experience in Procare childcare management software a plus.

9. Experience in Realm accounting software a plus.

10. Experience working in a Day Care/School a plus.